CANDIDATES AND ELECTION AGENTS - in the Reigate and Banstead electoral area May 2020 - BRIEFING NOTES FOR
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BRIEFING NOTES
FOR
CANDIDATES AND ELECTION AGENTS
in the
Reigate and Banstead electoral area
May 2020BRIEFING SESSION FOR CANDIDATES AND
ELECTION AGENTS
Borough Council Elections
7 May 2020
1. Introductions & Contact Details
2. Timetable
3. List of Polling Stations
4. Campaigning
5. Postal Voting
6. Verification and Count
7. Candidate Spending
8. Any QuestionsCONTACT DETAILS
NAME DESIGNATION CONTACT DETAILS
John Jory Returning Officer Telephone: 01737 276067
Email: john.jory@reigate-banstead.gov.uk
Alex Vine Electoral Services Manager / Deputy Telephone: 01737 276067
Returning Officer Email: alex.vine@reigate-banstead.gov.uk
Melanie Costas-Bray Deputy Electoral Services Manager / Telephone: 01737 276261
Deputy Returning Officer Email: melanie.costasbray@reigate-
banstead.gov.uk
Jackie Burden Electoral Services Administrator Telephone: 01737 276511
Email: jackie.burden@reigate-
banstead.gov.uk
Riona Rohr Electoral Services Specialist Telephone: 01737 276817
Email: riona.rohr@reigate-banstead.gov.uk
Ross Thompson Elections Consultant Telephone: 01737 276 820
Email: ross.thompson@reigate-
banstead.gov.uk
Office hours are: 8.45 am to 5.00 pm Mondays to Thursdays
and 8.45 am to 4.45 pm on Fridays
Office email address for queries from members of the public:
elreg@reigate-banstead.gov.uk
Elections Helpline telephone number for members of the public:
01737 276794REIGATE AND BANSTEAD BOROUGH COUNCIL
Borough Council Elections
Timetable of Proceedings for
Thursday 7 May 2020
Publication of Notice of Election Wednesday 25 March 2020
Wednesday 25 March - Wednesday 8
Delivery of Nomination papers April 2020, working days between the
hours of 10 am – 4pm
Receipt of Nominations (Delivery of Nominations) 4:00 pm Wednesday 8 April 2020
Withdrawal of Candidate 4:00 pm Wednesday 8 April 2020
Appointment of Election Agents 4:00 pm Wednesday 8 April 2020
Publication of Notice of Election Agents 4:00 pm Wednesday 8 April 2020
Publication of Statements of Persons Nominated 4:00 pm Thursday 9 April 2020
Last Date for Registration Tuesday 21 April 2020
Receipt of Postal Vote Applications 5:00 pm Wednesday 22 April 2020
Publication of Notice of Poll Wednesday 29 April 2020
Receipt of Proxy Vote Applications 5:00 pm Wednesday 29 April 2020
Appointment of Poll and Count Agents Thursday 30 April 2020
First Day to Issue Replacement Lost Postal Ballot
Friday 1 May 2020
Papers
Last Day to Issue Replacement Spoilt or Lost Postal
5:00 pm Thursday 7 May 2020
Ballot Papers
Receipt of Emergency Proxy Vote Applications 5:00 pm Thursday 7 May 2020
7:00 am to 10:00 pm Thursday 7 May
Day of Poll
2020
Return of Election Expenses Thursday 11 June 2020LIST OF POLLING STATIONS - THURSDAY 7 May 2020
Polling
Number Polling Place
District(s)
1 BAN1 Banstead Civic Centre
2 BAN2 Banstead Civic Centre
3 BAN3 The Mead Room, Banstead Community Hall
4 CKW1 Woodmansterne Village Hall
5 CKW2 Peter Aubertin Hall
6 CKW3 War Memorial Hall
7 CKW4 Kingswood Village Hall
8 EWB1
EWB2 Earlswood Baptist Church
9
EWB3
10 EWB4 Redhill Football Social Club
11 EWB5 Whitebushes Village Hall
12 HMN1 Hooley Village Hall
13 HMN2 Netherne Village Hall
14 HMN3 Merstham Village Hall
HMN4
15 Merstham Community Hub
HMN5
HMN6
16 Canada Hall
HMN7
17 HRC1 Regent House Community Centre
18
HRC2 Edmonds Hall, Albert Road
19
20 HRC3 St Francis Church Hall
HRE1
21 Salfords Village Hall
HRE2
22 HRE3
Tanyard Barn Community Centre
23 HRE4
24 HRW1 Reigate Valley College
25 HRW2 St Wilfrid's Church
26 HRW3 Pathfinder Scout Hall
27 HRW4 Horley Leisure Centre
28 KTW1 St John's Church Hall
29 KTW2 The Community Centre, Breech Lane
30 KTW3
Church of the Wisdom of God
31 KTW4
MSJ1
32 Donyngs Leisure Centre Creche
MSJ233 MSJ3 St Mary's Church Centre
MSJ4
34 St John the Evangelist
MSJ5
35
NOR1 St Paul's Church Hall
36
37 NOR2 Banstead Methodist Church
38 RDE1
RDE2 St Joseph's Church Hall
39
RDE3
RDW1
40 RDW2 Colman Redland Centre
RDW3
41 RDW4
Holy Trinity Church Centre
42 RDW4
43 RDW5 St Joseph's Catholic Primary School
RGT1
44 St Mark's Church Hall
RGT2
45 RGT3 St Philip's Church Hall
RGT4
46 St Mary's Church Centre
RGT5
47 SPW1
Reigate Park Church
48 SPW2
SPW3
49 Woodhatch Community Centre
SPW4
50 SPW5 Dovers Green School
51
TCP1 St Mark's Church Hall, Great Tattenhams
52
53 TCP2 Tadworth Leisure Centre
Following a statutory Review of Polling Places and Districts in January 2020, the
Council resolved to create a new polling district (HRW4) and to designate St Joseph’s
Church as the polling place for RDE2 and RDE3, as above. Reigate Park Church has
been re-designated as the polling place for SPW1 and SPW2.
Poll cards will be sent to each elector from Thursday 2 April 2020 with the relevant
polling station details and maps.
Electors can also find out where their polling station is from the council’s website
using the ‘Where I live’ link on the front page: http://www.reigate-
banstead.gov.uk/
NOTE: Electors don’t need their poll cards to be able to vote on polling day.CAMPAIGNING
Please follow the guidance for Candidates, Agents and Party Workers issued by
the Electoral Commission. Several of these guidance notes follow.
Some guidance points from the Electoral Commission
• Do use imprints on all your campaign material
• Do comply with planning rules relating to advertising hoardings and large banners
• Do make sure outdoor posters are removed 2 weeks after the election
• Do not produce material that looks like a poll card
• Do not pay people to display your adverts (unless they display adverts as part of their
normal business).
Campaigners are an essential element of a healthy democracy, but their activities should not
bring into question the integrity of the electoral process
Registration
• As a candidate you are uniquely placed to encourage people to register to vote.
• You should encourage people to register as soon as possible.
• The deadline to apply to register to vote in the election is 21 April.
• Individuals can apply to register online at https://www.gov.uk/register-to-vote. It only
takes a few minutes.
• When discussing registering to vote with individuals, you will need to make them aware
that they will need:
- their National Insurance number,
- date of birth and address to register.
- People who do not have / cannot retrieve their National Insurance Number can
still register, but they may need to provide further information. If so, they will be
contacted by the Electoral Registration Officer (ERO).
• Ensure party forms conform fully to the requirements of electoral law
• Include the ERO’s address for the return of forms
• Ensure unaltered applications are sent to ERO within two working days
• Make sure electors understand implications of applying for an absent vote
• Do not encourage postal ballot pack redirection
• Do not encourage electors to appoint a campaigner as proxy.
Postal ballot packs:
If you are encouraging people who don’t have a postal (or proxy) vote to apply for one, make
sure you explain that they will only qualify for one in time for the election if they are (or will be)
registered in time to vote at the election
• Never touch a postal ballot paper
• Never observe electors completing their postal vote
• Never handle or take any completed ballot paper or postal ballot packs from voters.Campaigning outside polling stations:
• You are allowed to put your messages to voters on polling day, including in public spaces
outside polling places
• Keep access to polling places and the pavements around polling places clear to allow
voters to enter.
• Unless voting Tellers will not be permitted to enter the Polling Station.
POSTAL VOTING
CLOSING DATE FOR RECEIPT OF APPLICATIONS
The closing date for receipt of applications to vote by post at the Elections on 7 May 2020 is
5.00pm on Wednesday 22 April.
ISSUE OF POSTAL BALLOT PAPERS
The main batch of Postal vote packs are due to be despatched into Royal Mail 1st Class post on
Tuesday 21 April 2020.
The second batch of postal votes for late applications will be dispatched by Royal Mail 1st Class
post around Monday 27 April 2020.
Postal ballot packs will be combined for both the Police and Crime Commissioner (PCC) elections
and the local Borough elections taking place in May 2020. Ballot papers for the PCC election will
be white. Ballot papers for the local Borough elections will be yellow.
The white PCC ballot paper will be attached to the postal voting statement, with the yellow
Borough ballot paper enclosed within the same envelope.
OPENING OF POSTAL BALLOT PAPERS
All postal vote packs received by the Returning Officer will be opened on the following dates at the
Town Hall, Castlefield Road, Reigate, Surrey as part of an ongoing process commencing at 10.30 am
each day:
The first session of postal vote opening sessions will commence on Monday 27 April 2020.
Candidates and their election agents or any person appointed (on the appropriate form) by the
candidate to attend in place of the election agent are permitted to attend at the opening of the
postal ballot papers.
Postal ballot papers must be received, by the Returning Officer, before the close of poll at 10.00
pm on 7 May 2020.
Electors can also return their completed postal ballot packs (in envelopes) to any polling station
within their electoral area (ward) or the Town Hall on polling day up to 10pm.Postal Vote Opening Sessions – Reigate Town Hall
Monday 27 April, 10:30 am
Tuesday 28 April, 10:30 am
Wednesday 29 April, 10:30 am
Thursday 30 April, 10:30 am
Friday 1 May, 10:30 am
Monday 4 May, 10:30 am
Tuesday 5 May, 10:30 am
Wednesday 6 May, 10:30 am
Thursday 7 May, 10:30 am
Thursday 7 May, 11:00 pm
POSTAL VOTE OPENING PROCESS
All postal voters will have already provided a specimen signature and date of birth, when applying
for a postal vote. If a Waiver has been granted then a signature is not required. These are held in
the Council’s electoral management system and will be compared with those provided as part of
the postal vote security statement. 100% checking of postal vote identifiers will be carried out.
Outer envelopes will be slit open prior to each session.
The opening of postal votes will be undertaken in 3 stages as follows:
• Stage 1 - Counting of postal packs received and extracting of the statement and
envelope A; checking that numbers on the postal vote statement and envelope A
match.
• Stage 2 - Scanning of signatures and dates of birth, and verification process
(matching with specimen signatures and dates of birth provided on application).
Adjudication with extraction and rejection of mismatched or missing dates of birth
and signatures.
• Stage 3 - Opening of A envelopes: The ballot paper is removed from envelope A the
number on the envelope A is checked against the number on the back of the ballot
paper to ensure the numbers match (ballot papers are kept face down) and
determination of number of valid ballot papers for inclusion in the Count.
On each day, Stage 1 will commence as soon as possible after 10.30 am. The envelopes returned
for each ward will be counted and opened. Stage 2 will follow on and continue until all the
statements have been checked. Stage 3 will commence for each box of postal votes in sequence
as they complete stage 2.
Stages 1 and 3 will take place in the Old Council Chamber and Stage 2 in the Front Committee
Room.
All stages of the process will be open to Candidates, Election Agents and appointed Postal Voting
Agents. Staff will indicate the ward on which they are working on at each stage.THE COUNT
The count venue is:
Donyngs Leisure Centre Linkfield Lane Redhill RH1 1DP
ACCESS
Access to the Leisure Centre will be through the main entrance, following the signage downstairs
to the sports hall where you will collect your entry passes. You will not be permitted entry to the
sports hall via the side entrance for staff. If you or any of your colleagues or guests have mobility
problems please notify the staff in the main entrance and they will escort them to another
entrance.
VERIFICATION AND COUNTING OF VOTES
Local Borough Elections
1. Sealed Ballot boxes for the elections will be received in the Town Hall, Castlefield Road,
Reigate, RH2 0SH after the poll closes at 10pm on 7 May 2020.
2. Postal votes received from the polling stations not collected earlier in the day will be taken
to the Town Hall for opening and checking. Candidates and Agents may attend this
opening.
3. All sealed ballot boxes (including postal ballot boxes) and unused ballot papers will be kept
in a secure location and delivered to Donyngs before the count starts on Monday 11 May
2020.
STAGE 1: VERIFICATION OF BALLOT BOXES
4. Verification of PCC and local Borough ballot papers will start from 9:30 am. PCC ballot
papers will be verified first, followed by the local Borough ballot papers.
5. Ballot boxes for the local borough elections will be allocated to count tables sequentially
after each table finishes verifying ballot papers for the Surrey PCC election. Teams will
verify the polling station ballot boxes in turn followed by the postal ballot box. Ballot
papers will be counted into bundles and re-checked.
6. When all the ballot boxes for each polling station within a ward have been verified
(including the postal vote box), the Returning Officer (RO) will announce the percentage
poll for that ward.STAGE 2: COUNTING OF VOTES
Counting of Borough ballot papers will not commence until after the declaration of the PCC
election result, expected around 2 pm (if first round count only) or around 4pm (if second round
count required).
7. Ballot papers will be sorted into votes cast for each candidate.
8. A Deputy Returning Officer will adjudicate on doubtful papers at each table. Candidates
and agents are asked to listen to the announcements and make themselves available to
oversee this process.
9. When all the papers on the table have been sorted and counted the RO will call the
relevant candidates and agents to the dais to discuss the provisional result.
10. Candidates/Election Agents may request a recount at this stage.
11. If no recount is requested the RO will announce the result for the relevant ward.
RECOUNT
12. The RO will consider any requests for recounts. If the RO agrees to a recount he will
outline which process is to be followed.
13. Once the recount has been completed and the result is known the RO will call the
candidates and agents to the dais to discuss the result of the recount.
To Help for a successful Count
To facilitate a quick and successful Count please ENSURE that you:-
(i) bring your authorisation letter issued by the Returning Officer to the Count and
wear the ID given to you on entry;
(ii) remain within the area cordoned off for candidates and agents;
(iii) make as little noise as possible;
(iv) do not use mobile phones, cameras or any other electronic equipment in the
Sports Hall on the count until all Count results have been announced;
(v) switch off mobile phones and electronic equipment while in the Count hall;
(vi) do not engage in conversation with staff employed for the Count;
(vii) do not lean over the Count tables or otherwise impede Count staff in the counting
process.CANDIDATE SPENDING
• Defined as certain expenses ‘used for the purposes of the candidate’s election’ during the
regulated period
• Responsibility of election agent
• Limit on expenses: See next slide
• Must get and keep receipts (over £20)
The Spending limit for this election is £740.00 plus 6p per elector local government elector in
the ward registered to vote on the last day for publication of the notice of election (25 March
2020) in the ward which you are standing for.
• Returns due 35 calendar days after result of election 15th June
• Returns made public by Returning Officer
• Sample of returns may be reviewed by the Electoral Commission
• Failure to submit an expenses return is a criminal offence enforceable by the police
• No spending will be reimbursed.
John Jory
Returning Officer
February 2020The following documents can be found on the Electoral Commission website Guidance Candidate and Agents https://www.electoralcommission.org.uk/i-am-a/candidate-or-agent Appointment of Polling Agents https://www.electoralcommission.org.uk/sites/default/files/word_doc/Polling-agent-appointment- form-generic.doc Poll Secrecy Requirements https://www.electoralcommission.org.uk/sites/default/files/word_doc/Secrecy-requirements-the- poll-S66.doc Appointment of Postal Voting Opening Agents https://www.electoralcommission.org.uk/sites/default/files/word_doc/Postal-voting-agent- appointment-form-generic.doc Postal Voting Secrecy requirements https://www.electoralcommission.org.uk/sites/default/files/word_doc/Secrecy-requirements-postal- voting-S66.doc Appointment of Counting Agents https://www.electoralcommission.org.uk/sites/default/files/word_doc/Counting-agent-appointment- form-generic.doc Count Secrecy requirements https://www.electoralcommission.org.uk/sites/default/files/2019-07/Secrecy-requirements- verification-and-count-S66%20%281%29.doc EC Expenses Returns https://www.electoralcommission.org.uk/sites/default/files/2019-12/Local-government-elections-in- England-and-Wales-Candidate-spending-return-Excel-Version-FINAL.xlsx EC Spending Return Guidance Notes https://www.electoralcommission.org.uk/sites/default/files/2019-12/Explanatory-notes-Local- government-elections-England-and-Wales.pdf Candidates and Agents Campaigning Guidance https://www.electoralcommission.org.uk/sites/default/files/pdf_file/Code-of-conduct-for- campaigners-2015.pdf Tellers Guidance https://www.electoralcommission.org.uk/sites/default/files/pdf_file/Tellers-guidance-generic.pdf Tellers Do’s and Don’ts https://www.electoralcommission.org.uk/sites/default/files/pdf_file/Tellers-dos-and-donts- generic.pdf
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